Electronic Spreadsheet Class 9 Notes

Spreadsheet application is tool which is used to perform all kinds of calculations

easily and accurately. LibreOffice Calc is used to perform the following activities
accurately and efficiently.

 Tabulation of data
 Simple mathematical calculations
 Complex calculations using formula and functions
 Arranging data in ascending and descending order (sorting)
 Filtering the required data
 Check the validity of data
 Protection of data using passwords
 Saving for future use

Getting Started with Libreoffice Calc

Spreadsheet apps come in many different forms and are created by different
software companies. The spreadsheet programme in the LibreOffice suite is called
LibreOffice Calc.

Starting LibreOffice Calc

To start the LibreOffice Calc in Windows

In Windows, find the shortcut of LibreOffice on Start menu or on the desktop. Double
click the shortcut to open LibreOffice.

To start LibreOffice Calc in Linux

In Ubuntu Linux, find the Calc icon on application launcher or search it by clicking on
“Show Applications”

Brief explanation about the parts of LibreOffice Calc

Title bar – The Title bar, located at the top, shows the name of the current
spreadsheet.

Menu bar – Menu bar is located just below the Title bar. It contains the menus with
commands for various tasks. for example File, Edit, View, Insert, Format, Style etc.
Toolbars – The Calc opens with the Standard and Formatting toolbars at the top of
the workspace by default. There is three different type of toolbars available in Calc.
Standard toolbar, Formatting toolbar, Formula toolbar

Worksheet – The worksheet in Calc is also referred to as spreadsheet. The

spreadsheet can have many sheets. Each sheet can have many individual cells
arranged in rows and columns. The sheet tab shows its default
name as Sheet1, Sheet2, Sheet3, ….

Rows and columns – The sheet is divided into vertical columns and horizontal rows.
Each sheet can have
a maximum of 1,048,576 (220) rows and 1024 (210) columns.

Cell and cell address – The intersection of a row and column is called a cell. It is the
basic element of a spreadsheet. It holds data, such as text, numbers, formulas and so
on. A cell address is denoted by its column (letter) and row number. For example, D4,
E9, Z89 are the valid example of cell address.

Active cell – In a spreadsheet, cell is the place where we enter the data. Before
entering any data in the cell, it has to be first selected by placing a cursor on it. When
we position the mouse cursor on a cell, it gets selected, and is ready to take data
from the user. This selected or activated cell is called as active cell.

Key or Result of Key or Combination

Key Combination

Arrow keys (←↑→↓) Move a single cell in arrow direction

Ctrl + Arrow Keys Moves the cell to the end of the data range in a particular direction

Home Moves to column A along the row where the active cell is

Ctrl + Home Moves the cell to A1 position

Ctrl + End Moves to bottom right cell of the data range

Page Up Moves the worksheet one screen up

Page Down Moves the worksheet one screen down

Range of cells – A block of adjacent cells in a worksheet which is highlighted or

selected is called a range of cells. Observe the worksheets below.
Entering data

It is necessary to select the cell in a spreadsheet before entering any data, practically
in the cell. The pointer can be placed inside a cell to select that cell. The label, values,
or formula can be the data that has to be entered.

Label – Label is the any text entered by using a keyboard. It may combine with
letters, numbers, and special symbols.

Values – The numerical data consisting of only numbers are called values. By default
values are right aligned. There are various forms of values, such as integer, decimal
and so on.

Formulae – Any expressions that begins with an equals „=‟ is treated as formula. In
the expression, the „=‟ followed by values, cell address and functions are called as
formula.

Mathematical operators used in formulae

Calc can add, subtract, divide, multiply and much more. LibreOffice Calc uses
standard operators for formulae, such as a plus(+), minus(-), multiplication (*), a
division (/) for arithmetic operation.

Note: The order of evaluation can be changed by using brackets. (The expressions
within the brackets are evaluated first).

Mathematical Operators Operator precedence

+ addition First ( )

– subtraction Second ^

* multiplication Third /, *

/ division Fourth + , –

^ exponentiation (power

Formulae with cell addresses and operators

The formula‟s outputs are updated in line with any changes to the values of the
affected cells. Consider adding the numbers in cells A1 and A2 to obtain the sum in
cell A3. The right addition will appear in cell A3 if the pointer is placed there and the
values are simply added as =5+8. However, if we modify the numbers in cells A1 and
A2 to 6 and 7, respectively, we must once more enter the addition in cell A3 by
writing =6+7. However, if we enter the general equation in cell A3 as =A1+A2,

Use of functions to do calculations

Function Syntax Use

SUM =SUM(Number1,Number2,…..) Adds the values contained in a range of

cells.

AVERAGE =AVERAGE(Number1,Number2,….) Finds out the average of the values

contained in a range of cell

MAX =MAX(Number1,Number2,……) Finds out the largest value contained in a

range of cells.

MIN =MIN(Number1,Number2,……) Finds out the smallest value contained in a

range of cells.

COUNT =COUNT(Number1,Number2,…..) Counts the number of cells within a range of

cells.

Lets identify the various ways in which a function can be used –

Let us identify the various ways in which a function can be used. Based on the sample
data given above.
 Formula Meaning Result

=SUM (A1,B1,C1) The sum of cells A1,B1 and C1 17

=SUM(A1:C1) The sum of cells in the range of cells from A1 to C1 17

=SUM(A1:C1,B2) The sum of cells in the range of cells from A1 to C1 and B2 24

=SUM(B1:C2) The sum of cells in the range of cells from B1 to C2 23

=SUM(A1:A3,C1:C3) The sum of cells in the range of cells from A1 to A3 and C1 to C3 37

Average Function

Formula Meaning Result

=AVERAGE (A1,B1,C1) The average of cells A1, B1 and C1 5.66

=AVERAGE (A1:C1) The average of cells in the range of cells from A1 to C1 5.66

=AVERAGE (A1:C1,B2) The average of cells in the range of cells from A1 to C1 and 6.33
B2

=AVERAGE (B1:C2) The average of cells in the range of cells from B1 to C2 5.75

=AVERAGE The average of cells in the range of cells from A1 to A3 and 6.16
(A1:A3,C1:C3) C1to C3

MAX Function

Formula Details Result

=MAX(A1,B2,C1) Finds out the largest value among cells A1,B2 and C1 7

=MAX(A2:C2,B3) Finds out the largest value among the range of cells from A2 to C2 and the 8
cell B3

=MAX(A1:C1) Finds out the largest value among the range of cells from A1 to C1 7
 =MAX(A1,B1:C2) Finds out the largest value among the range of cells from A1 to B1 and the 7
cell C2

Min Function

Formula Details Result

=MIN(A1,B2,C1) Finds out the smallest value among cells A1, B2 and C1 5

=MIN(A2:C2,B3) Finds out the smallest value among the range of cells from A2 to C2 and the cell 4
B3

=MIN(A1:C1) Finds out the smallest value among the range of cells from A1 to C1 5

=MIN(A1,B1:C2) Finds out the smallest value among the range of cells from B1 to C2 and the cell 4
A1

Count Function

Formula Details Result

=COUNT(A1,B1) Counts the number of cells that contain numbers among cells A1, 2
B1

=COUNT(A1:C1) Counts the number of cells that contain numbers in the range of 3
cells from A1 to C1

=COUNT(A1:A4) Counts the number of cells that contain numbers in the range of 3
cells from A1 to A4

=COUNT(A1:C1,B2) Counts the number of cells that contain numbers in the range of 4
cells from A1 to C1 and B2

=COUNT(B1:C3) Counts the number of cells that contain numbers in the range of 6
cells from B1 to C3

=COUNT(A1:A3,C1:C3) Counts the number of cells that contain numbers in the range of 6
cells from A1 to A3 and the range of cells from C1 to C3

Speeding up data entry

Calc also comes with a number of useful tools for automating input, particularly for
repeated tasks. They consist of the selection lists, the fill tool, and the capacity to
enter data onto many sheets of the same document.

Using the fill handle

The Calc Fill Handle tool is used to fill the subsequent cells with the subsequent
predefined value till you drag it. For instance, to fill in the numbers 1, 2, 3, or the days
of the week Monday, Tuesday,…., or the name of the month Jan, Feb,…., enter the
first two values, select them, then drag them to the following cells until you want to
continue the series in succession.

For number series – Type the numbers 1, 2 in two consecutive cells and select them
using a mouse.

Copying a formula – If you wish to apply the same formula to the number of cells in
the rows or columns, you need not enter the formula again and again in each cell. A
formula can be copied.

Referencing
Referencing is the way to refer the formula or function from one cell to the next cell
along the row or column.
There are three types of referencing.
• Relative referencing
• Mixed referencing
• Absolute referencing

Relative Referencing

Any formula that is moved in any row or column in any direction copies itself into the
new cell with the appropriate reference. Nearly all spreadsheet programmes by
default employ relative referencing.

Mixed Referencing

The $ symbol is used in Mixed Referencing to make a row number or column name
constant. In Mixed Reference makes either the column or the row constant. When a
column or row is made constant, the column name or row number do not change
when the formula is copied to another cell (s).

Absolute Referencing
 When using absolute referencing, the column name and row number are made
constant in all formulas by using the $ sign before them. As an illustration, C$12,
D$5, etc. In this instance, the cell name does not change address of which direction
you drag your formula. In upper classes, this kind of referring is employed.

Creation of Charts Using Spreadsheets

When data is represented as numbers, it is difficult to grasp, compare, analyse, or
convey the data. However, statistics are more effectively communicated when it is
shown as a chart. Let‟s examine the use of spreadsheet programmes in this context.
The many chart kinds are listed below.

Types Purpose

Column Chart Comparing classes of data items in group. Group comparison

Bar Chart Comparing classes of data items in group. Group comparison

Line Chart Comparing classes of data items in group. Group comparison

Pie Chart Comparing classes of data items as percentage.

XY Scatter Chart Comparing data in pairs

Let us use the worksheet below to create a column chart

• Follow the steps given below to create charts.

• Select the range of data (A1:F7)
• Insert → Chart
• Select the type of chart